Hubspot

The myCloudPBX HubSpot CRM Integration enhances customer relationship management by integrating your call activities directly with your existing HubSpot CRM.

It features call journaling (with optional automatic contact creation) and automated CRM Smart Open where the callers contact page is loaded on your computer.

The integration’s CRM Smart Open functionality opens the appropriate HubSpot page based on the caller’s information:

• Contact Page: Opens if the caller ID matches an existing contact.
• Search Page: Opens when the caller ID matches multiple contacts, or if the caller ID is private or unknown.

This integration streamlines workflows, ensuring all interactions are efficiently managed and recorded.

HubSpot Configuration

Before you can configure the HubSpot integration within myCloudPBX, you must first configure your HubSpot account.

Step 1

Sign in to your Hubspot account.

Step 2

Click on the cog icon to get to the settings menu.

Step 3

Select Integrations from the menu.

Step 4

Select Private Apps from the menu.

Step 5

Select Create a private app.

Step 6

Provide a Name and a Description.

Tip

This is used for your reference later so a description such as "Used for myCloudPBX CRM Integration" is helpful, however you can name this anything you want.

Step 7

Select Scopes from top menu.

Step 8

Select the following scopes:

• crm.lists.read
• crm.lists.write
• crm.objects.contacts.read
• crm.objects.contacts.write

Step 9

Click Create app.

Step 10

Click Continue Creating.

Step 11

Your HubSpot configuration is now complete and your app token has been created.

Click Show Token to view your token.

Tip

Take note of this token as you will need it when configuring the myCloudPBX CRM Integration.

You will also need to take note of your HubID. This can be obtained from the current URL on your browser.

For example, if your URL is https://app.hubspot.com/contacts/473325023/objects/0-1/views/all/lists/1, then your HubID would be 473325023.

myCloudPBX Configuration

To configure myCloudPBX ready for HubSpot is simple.

Step 1 General Configuration.

• Enter your Hub ID. (This is the ID determined at the completion of the HubSpot configuration process.)

• Enter your Access Token. (This was created at the completion of the HubSpot configuration process.)

Tip

If you have not already enabled HubSpot for the myCloudPBX Integration, please follow the steps in the HubSpot Configuration section, before returning here to complete the setup.

Step 2 Enable CRM options within myCloudPBX.

Once you are happy with your configuration, click 'Save'.

Now that the settings are saved, you can enable the CRM for your PBX by sliding the 'Integration Enabled' switch to the right.

Finally, click 'Apply Changes' if prompted.

CRM Smart Open

If you would like to automatically display your CRM Contact page for incoming calls, ensure that you enable the Automatically display your CRMs Contact page for incoming calls option.

Please note that while this is a global setting for the PBX, it can be enabled/disabled on a per user basis within the myCloudPBX App iteself.

Once you are happy with your configuration, click 'Save', making sure to Apply PBX Changes if prompted.

Call Journaling and Contact Creation

With the Call Journaling with Contact Creation feature enabled, myCloudPBX will automatically log calls within Hubspot for you.

Enter in your preferred call subject for Inbound and Outbound calls, noting that you can use the following variables to generate the subject line.

Possible Variables:

• CallDateTime: This value represents the Date and Time of the call.
• SourceNumber: For an inbound call, this will show the callers full caller ID (eg: 0731051300). For an outbound call, this will show the internal extension number of the user who made the call (eg: 324).
• DestinationNumber: This represents the full national number that was dialled.
• TalkerState: For inbound calls only.
• ConnectedState: For outbound calls only.

Tip

Note: You will need to ensure that each variable is enclosed in square brackets as shown in the image above.

The Create Contact is an optional setting that allows myCloudPBX to automatically create a new contact if the caller ID is not found in your CRM. Enter the preferred first and last name to use for the new contact.

Once you are happy with your configuration, click 'Save', and make sure to Apply PBX Changes if prompted.

Remove CRM integration

Warning

Note: This action cannot be undone.

You can permenantly disable the CRM integration by clicking the Remove Integration button.

You will then be prompted again to confirm the removal of the integration.

Click 'Permanently Remove CRM Integration'.